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Bonuses of Electronic Document Exchange: “Post Finance” Experience

23/ 03/ 2018

About the experience of introducing of electronic document exchange and bonuses of the new system of exchange of documents tell representatives of the company «Post Finance», which belongs to the group of companies “Nova Poshta”.

The decision to introduce the electronic document flow throughout the Group of Companies “Nova Poshta” was logical and timely. The company’s powerful growth in recent years has led to an increase in the volume of document flow. Then we thought about the service of electronic document exchange and almost already chose M.E.Doc. However, the virus attack (the virus Petya, which hit a lot of computers through this program) made them think again and choose the service “Vchasno”.

“Post Finance” was the first from the structure of the Group of Companies “Nova Poshta” that responded on the decision to exchange documents online. Implementation of “Vchasno” has passed quickly, and now the company easily exchanges documents with the majority of counterparties. Instead of the usual multilevel system “prepare a document – print – sign up – put in an envelope – send” works a simple algorithm: a document from 1C is loaded in “Vchasno”, where there  an electronic seal and signature is superimposed on it – and the counterpart receives a message that for he has a document in the service. His next steps are simple: to agree and thereafter put on a signature and seal, or not to agree – and make corrections that are immediately available in “Post Finance”. Due to the constantly available status of each document, communication with each partner is easy to control without losing time.

The transition period, during which the integration setup took place, lasted a month. But after that the hardest thing started, interaction with contractors, some of which did not agree with electronic document exchange. Someone used to resist the new one, someone was convinced of the greater reliability of paper documents, others did not want to receive an electronic signature and register in the “Vchasno” system.

At the same time, the benefits to “Post Finance” are more than obvious. Instead of replacing 25 packs of paper, only 5 were used, the time spent working on documents shrank in the same proportion – from 25 to 5 minutes, the total resource savings of about 50 thousand hryvnia per month. The goal of the company is to fully switch to electronic document management, to bring this process to complete automatism and at the same time to reduce the time of work with each counterparty to a minimum. That is easy with high-quality services.

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